grapevinejobs
Team Assistant
London
Posted 1 day ago
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Key Responsibilities
- Provide proactive diary management, meeting coordination, and administrative support for the Operations and Strategy teams
- Organise meetings, prepare agendas, capture minutes and actions, and follow up on key deliverables
- Support the coordination of projects by maintaining project plans, trackers, action logs, RAID/RAG logs, and status reports
- Monitor project milestones and deadlines, escalating risks and helping project leads keep delivery on track
- Prepare presentations, reports, governance packs, and other project documentation for senior stakeholders
- Coordinate communication across cross-functional teams, ensuring project updates, actions, and decisions are shared effectively
- Support project governance by maintaining documentation, reporting, and action trackers
- Raise purchase orders, process invoices, track project spend, and support budget administration
- Arrange domestic and international travel in line with company policies
- Maintain team administration, including records, annual leave, and other operational activities
- Collaborate with internal teams, third-party suppliers, and stakeholders to support the successful delivery of business initiatives
- Identify opportunities to improve administrative and project processes and maintain effective team documentation
- Provide flexible support across operational, strategic, and business priority projects as required.
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What We Are Looking For
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- Experience in a Team Assistant, Project Coordinator, PMO, or similar operations support role
- Strong organisational and time management skills, with the ability to manage multiple priorities
- Experience supporting projects through planning, reporting, governance, and documentation
- Excellent written and verbal communication skills with confidence engaging stakeholders at all levels
- Proficient in Microsoft Office (particularly PowerPoint, Excel, Word, and Outlook) and project collaboration tools
- Experience managing purchase orders, invoices, and budget tracking
- Ability to coordinate cross-functional teams and maintain accurate project records and reporting
- Knowledge of project management methodologies is desirable
- A proactive, collaborative approach with strong attention to detail and problem-solving skills
- Experience supporting technology, digital, or operational projects is advantageous.
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